Reports on annual expenditures for travel, hospitality and conferences

As required by the Treasury Board Directive for the Management of Expenditures on Travel, Hospitality and Conferences, this report provides information on the total annual expenditures for each of travel, hospitality and conferences for the Atlantic Canada Opportunities Agency (ACOA) for the fiscal year ending March 31, 2013. It also provides the variance explanations from the previous fiscal year in each of these areas.

This information is updated annually and does not contain information withheld under the Access to Information Act or the Privacy Act.

Expenditures on travel, hospitality and conferences incurred by federal departments and agencies are for the most part directly related to supporting departmental mandates and the government’s priorities. 

The Agency works with businesses to help them become more competitive, innovative and productive. It works with communities to develop and diversify local economies, and it plays an important role in developing and supporting policies and programs that strengthen the region’s economy. 

Descriptions of each of ACOA’s program activities can be found in Part II of the Main Estimates document on the website of the Treasury Board of Canada Secretariat at http://www.tbs-sct.gc.ca/est-pre/20102011/me-bpd/ACOA-APECA-eng.asp.

Travel, hospitality and conferences cover a range of activities and events. Costs associated with these activities support statutory or regulatory requirements to deliver services to Canadians and to meet government priorities and the Agency’s mandate. These expenses are related to working with other levels of government, industry or public interest groups, as well as Agency business meetings and working sessions necessary to conduct government business and deliver on priorities. 

As ACOA head office is located in Moncton, New Brunswick senior Agency officials are often called upon to attend meetings and briefings in the National Capital Region. They must also travel throughout Atlantic Canada and internationally to ensure that Atlantic Canada’s economic interests are well represented in the global marketplace. In addition, there are travel costs related to training and conferences for which the primary purpose is to enable participants to maintain or acquire skills or knowledge. 

The Agency manages travel, hospitality and conferences with prudence and probity, in a manner that maximizes effectiveness in meeting ACOA’s mandate and priorities. The most economical and efficient alternatives for travel, hospitality, conferences and associated expenditures have been considered. These expenditures respect the Treasury Board guidelines. 

Total annual expenditures for Travel, Hospitality and Conferences of the Atlantic Canada Opportunities Agency are summarized below:

(in thousands of dollars)

Expenditure Category	Expenditures for the year ending March 31, 2013 (a)	Expenditures for the year ending March 31, 2012 (b)	Variance (a-b)
Travel – Public Servants	2,694	3,258 (1)	(564)
Travel – Non-Public Servants	35	44	(9)
International Travel by Minister and Minister’s Staff (2)	22	14	8
Total Travel	2,751	3,316	(565)
Hospitality	101	135	(34)
Conference Fees	52	85	(33)
TOTAL	2,904	3,536	(632)

⁽¹⁾ This amount was restated by approximately $13,000 to recognize prepaid travel paid in fiscal year 2011‑2012. 

⁽²⁾ Includes international travel that is part of a department’s program.

Significant variances compared to the previous fiscal year are explained below.

Travel: Compared to fiscal year 2011-2012, total travel expenditures have decreased by 17%. This is a direct consequence of the Agency’s supporting the government's ongoing commitment to cost containment and identifying ways to reduce operating costs.

Public Servants: Compared to fiscal year 2011-2012, the Agency’s travel expenditures by public servants decreased mainly due to:

• Implementation of new measures by the Agency (i.e. increase use of  videoconferencing and telepresence) which resulted in a reduction in travel costs that are expected to continue in 2013-2014 and by the impact of reorganization efforts arising from Budget 2012 announcements. It resulted in a reduction of travel expenditures of approximately $565,000.

Hospitality: Compared to fiscal year 2011-2012, the Agency’s hospitality expenditures decreased mainly due to:

• Implementation of new measures (i.e. limiting the use of hospitality) by the Agency. It resulted in a reduction of hospitality expenditures of approximately $34,000.

Conference fees: Compared to fiscal year 2011-2012, the agency’s conference fees expenditures decreased mainly due to:

• Implementation of new measures by the Agency (i.e. limiting the number of employees attending conferences)  in an effort to control and reduce conference costs.  It resulted in a reduction of conference fees expenditures of approximately $33,000.